Business & Finance Specialist

Business and Finance: 50%

• Oversee end to end procurement process including purchase orders, p-card, t-card purchases, sole source purchases, solicitations, contracts, change orders, and vendor information utilizing IBuy, Banner, and other OBFS applications. Purchase supplies and equipment on various types of funds according to departmental and university protocols and document receipt upon arrival. Review internal and vendor invoices, statements, transactions, and expenditure documents and records for completeness, accuracy, proper account coding, fund availability and appropriateness, and conformity to policies

• Make travel arrangements for faculty and staff when attending meetings and conferences, including but not limited to flights, hotels, rental vehicles, meeting space reservations, meal arrangements. Also prepare and submit travel and employee reimbursements in Emburse Enterprise to ensure compliance with corporate card and reimbursement policies. Provide detailed expense justifications for all transactions. Remain updated on allowability of expenses and policies on P-Cards & T-Cards.

• Manage a Post-Award portfolio, maintaining files, tracking special conditions, reconciling balances, corresponding with faculty throughout the life of the award on items such as allowable expenses, personnel needs, managing deficits, and providing expenditure projections, expense transfers, subaward invoice processing, liaise with collaborators and other offices, and manage deliverables. Act as a liaison between department and SPA Post-Award Administration staff for various post award issues, required documentation, reporting and close-out activities.

• Assist with the management of departmental fund portfolio, maintain various reports and spreadsheets to manage the funds. Advise principal(s) on allowability of charges on distinct fund types according to department policy or sponsor guidelines. Consistently update principal(s) of portfolio status. Provide detailed transaction, encumbrance, and payroll history on accounts as needed.

• Assist with departmental and vendor billing for service activities.

• Assist in processing fund transfers via journal vouchers and identify necessary labor redistributions.

• Remain current with university and sponsoring agency policies, regulations, and procedures and ensure compliance by attending various meetings and trainings offered by Sponsored Programs and Research Compliance (SPaRC) and the University/campus Office of Business and Financial Services. Maintain active Illinois Certified Research Administration (CRA) designation once certified.

Other Human Resource Duties 25%

• Primary point of contact for all department appointments, Teaching Assistants, fellowships, including but not limited to International Students/ Visiting Scholars. Including entering the appointment requests and/or fellowships into the appropriate systems for processing, as well as communicating expectations to students, faculty, staff, and visitors. This includes onboarding and making sure that all necessary training is set up and completed.

• Lead the departmental visa processes for all international students, faculty, staff, and visitors. This includes F-1, and H1-B, and extensions for J-1 visas. She assists with work authorization documents, and preparing new International Visitors, working with faculty on scope of work, working with the International Student and Scholar Services department on the application filing, and aiding the visitor with their social security number and new hire paperwork upon their arrival. This is not limited to new International Visitors, but also includes International Faculty, students, and Visitors currently working needing extensions, changes in visa status, and keeping an accurate log of who will be arriving/departing and when. Work as a liaison for the department between Human Resources, ISSS, and USCIS as needed.

• Primary contact for onboarding and monitoring training completion for grad students, visitors, fellows, and teaching assistants, as well as other personnel. Act as backup approver for timesheet submissions for hourly staff hired under supported faculty.

• Develop and maintain process documentation, templates, reference materials, training resources, and other tools to manage the various appointments, documentation, and operational efficiency.

Other Support Duties 25%

• Various Support Duties Facilitate packing and shipping of domestic and international shipments. Distribute incoming and outgoing mail, submit maintenance workorders, assist in management of key inventory.

• Assist and coordinate yearly conference/planning for events such as the Dairy Annual Golf Outing, Transition Illinois, Department Spring Award Luncheon, Graduate Student Appreciation Week, and others. Including management of registration lists and fees paid. Update faculty and staff of upcoming events; responsible for gathering pertinent materials and information.

• Prepare correspondence, provide recommendations, and edit event presentation materials for faculty and provide support for teaching preparation, including formatting tests and quizzes, arranging notes, and monitoring attendance records.

• Serve as backup for other departmental business office personnel and assume additional related responsibilities to enhance the mission of the department.

• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)
  

• Illinois Certified Research Administrator.
  
• Experience in higher education administration.
  
• Experience in administrative support related to research, grants, and/or similar activities.
  
• Experience using enterprise financial, reporting, and research administration systems, including Banner, myResearch Portal, EDDIE, and agency proposal submission systems, or comparable systems.

• Knowledge of sponsored research administration principles and applicable sponsor, university, and regulatory requirements.
• Knowledge of, or the ability to learn, University policies and procedures.
• Strong background in accounting principles and business practices.
• Knowledge of, or the ability to learn, federal, state and funding agencies policies, procedures, laws, regulations and codes applicable to the administration of grants and contracts.
• Ability to do detailed work, organize, prioritize tasks, manage competing deadlines, problem solve, and multi-task in a high-volume time-sensitive environment while maintaining accuracy.
• Exceptional professional service skills including discretion in professional judgment, maintaining confidentiality, and communicating effectively with others.
• Ability to work independently with little supervision, while contributing effectively as part of a collaborative team.
• Excellent customer service, interpersonal, and computer skills.
• Proficiency with computers, including word processing, spreadsheets and database management.

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible. The budgeted salary range for this position is $55,000 to $67,000 and is commensurate with experience while also considering internal equity.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

This position is not eligible for any type of sponsorship for work authorization.

Applications must be received by 6:00 pm (Central Time) on Wednesday, November 4, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Brittany Stein blclamp@illiois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1038737

Job Category: Professional and Administrative

Apply at: https://jobs.illinois.edu